Event checklist

The best way for you to celebrate is to hold an event in your community, organisation or business. It creates an opportunity to think, talk about and acknowledge people with disability positively.

Events can take any form you wish. Big or small, simple or challenging, your event is only limited by your own considerations – and imagination.

To get the most from your event – use this checklist to guide your planning.

Organise some help

Many hands make light work. Consider getting help to organise things like speakers, entertainment, sponsorship, volunteers for the day etc.

Set a date

Make sure it is as close to 3 December – International Day of People with Disability.

Brand the event by brainstorming names and creating a tagline

When you are thinking about branding make sure you use the Style Guide and Logo.

Also make sure you keep within the spirit of IDPwD.

Register your event

Make sure you register your event to receive free promotional products.

Make a plan

Identify potential venues, catering, insurance, logistics, speakers, entertainers, activities, promotion, publicity, sponsors, registrations, RSVPs.

Determine administrative process’ and responsibilities

How are you going to keep track of your planning? (registrations, entertainment and budget).

Book a venue

Make sure your chosen venue has wheelchair access, accessible toilets, lifts, disabled parking spaces and a hearing loop if required. Do you need a microphone or staging?

Identify and establish partnerships

You might find some sponsors that are willing to lend a hand, these might be business’ or community organisations.

Create a publicity plan

How are you going to tell people about your event?

Will you use social media, media releases, posters, newspapers or newsletters?

If you would like media to attend, write media releases and distribute them one week before your event.

Call media outlets two days before your event to remind them.

Invite your local Member of Parliament.

Send out invitations

Ask invited guests to indicate any requirements they have and check guests have booked any assistance they need (e.g. career or interpreter).

Provide venue information to guests, for access etc.

On the Day

Setting up

  1. Secure all electrical, making sure areas are easily accessible without trip hazards
  2. Include chairs with and without arms, to allow for physical limitations
  3. Reserve appropriate seating for guests including Hearing and Vision impaired, interpreters and Carers, wheelchairs and Guide dogs.

At the Event

  1. Make and signage easy to understand, so that your guests can get settled at your event as comfortably as possible
  2. Make sure you have identified a safe place where attendees with wheelchairs can arrive
  3. Have people to meet and greet attendees and invited guests, it’s important to know where amenities are and helpers are available to assist attendees.

Tips for Communication Materials

  • Use accessible font for name tags (as large as possible)
  • Use light coloured text on dark background in PowerPoint presentations
  • Provide relevant documents to interpreters at least one week before the event
  • Hand out written copies of presentations on the day
  • Consider making information available in Easy English, large print, Audiotape, Braille.